Automate Tenant Maintenance Calls with Custom Voice AI
Syntora builds custom voice AI systems for property maintenance for SMBs. We automate tenant call intake, issue logging, and vendor dispatch without per-seat fees.
This is not an off-the-shelf IVR. We build production systems that integrate with your specific Property Management Software (PMS) and vendor network. The scope depends on the complexity of your dispatch logic and the number of systems we need to connect, from simple call-to-ticket creation to multi-vendor scheduling lookups.
We recently built a system for a 15-person property management firm with 300 units that handled 120 maintenance calls per month. Their dispatcher was spending half her day on the phone. The voice AI went live in 3 weeks, and it now handles over 70% of inbound maintenance requests automatically.
What Problem Does This Solve?
Most property managers start with a standard business phone system like RingCentral. It can route calls and take voicemails, but it can't understand them. This leaves a dispatcher to manually listen to every message, create a ticket in the PMS, and then call vendors one by one. This process breaks completely during a call surge, like a power outage or a cold snap.
A 20-person firm managing 500 properties learned this when a winter storm generated 50 calls about frozen pipes in 3 hours. The dispatcher was overwhelmed, tickets were missed, and tenants were left without service. They tried an IVR to route calls, but this just created a slightly more organized pile of voicemails that still required hours of manual processing.
No-code tools like Voiceflow allow for building conversational flows, but they struggle with the complex, stateful logic property maintenance requires. A flow that must check a tenant's address in a database, validate the issue against their lease terms, and then query multiple vendor APIs for availability becomes a brittle and expensive mess that charges per interaction.
How Does It Work?
We start by connecting to your phone line using Twilio's API, which gives us programmatic access to live call audio. We analyze 3-6 months of your historical maintenance tickets from your PMS to fine-tune a classification model using the Claude API. This model learns to recognize your specific issue types, urgency levels, and property details from raw conversation.
The live audio stream is transcribed and fed to a Python service built with FastAPI and deployed on AWS Lambda. This service uses the Claude API with a structured output prompt to classify the issue and extract key information in under 800ms. It then queries a Supabase database to match the caller's phone number to a property and validate the request.
Once an issue is validated, the system checks your vendor list, also stored in Supabase, to find a qualified technician for that trade and zip code. The system sends a dispatch request via the vendor's preferred method, whether it's an email, SMS, or a direct call to their scheduling API. A ticket is created in your PMS automatically, containing a full transcript and a link to the call recording. The entire process, from call start to vendor dispatch, takes less than 90 seconds.
This entire stack runs serverlessly on AWS Lambda, typically costing under $50 per month for up to 5,000 calls. We use `structlog` for queryable logging and CloudWatch alarms to monitor for API latency spikes over 1.5 seconds or a drop in classification accuracy. You get a simple dashboard to review classifications and flag any that need correction for retraining.
What Are the Key Benefits?
Dispatch Vendors in 90 Seconds, Not 2 Hours
Emergency calls are identified, triaged, and dispatched to the right vendor in under two minutes, 24/7. No more waiting for a human dispatcher to clear a voicemail queue.
Pay Once for the System, Not Per Call
We build and transfer the system to you for a fixed price. Your only ongoing costs are for cloud usage, not expensive per-seat or per-interaction SaaS fees.
You Own the Code, Data, and Cloud Account
We deliver the full Python source code to your GitHub repository and deploy it in your AWS account. You have full control and are never locked into our service.
Proactive Alerts for System Failures
We configure CloudWatch alarms that trigger on high error rates or API failures. You know if something is wrong before your tenants or property owners do.
Connects to Your Existing PMS and Tools
The system integrates directly with your Property Management Software, accounting tools, and vendor scheduling platforms via their APIs. No need to change your core workflow.
What Does the Process Look Like?
Audit and Call Flow Mapping (Week 1)
You provide read-access to your PMS and a list of your vendors and their contact methods. We map your current manual process and design the automated flow. You receive a detailed system architecture diagram for approval.
Core AI and Integration Build (Week 2)
We build the FastAPI service, configure the Claude API prompts, and set up the Supabase database. We write the code to integrate with your PMS. You receive access to a private code repository to track progress.
Testing and Live Deployment (Week 3)
We test the complete system on a private phone number with sample calls. After you approve the performance, we port your main maintenance line to the new system. You receive login credentials for the monitoring dashboard.
Monitoring and Handoff (Weeks 4-8)
We monitor system accuracy for one month, tuning the model as live call data comes in. At the end of the period, we deliver a final runbook and documentation. The complete system is now yours to operate.
Frequently Asked Questions
- How much does a custom voice AI system cost?
- The final price depends on the number of required integrations and the complexity of your vendor dispatch logic. A simple system that creates a ticket in one PMS is faster to build than one that queries five different vendor APIs for availability. A typical build takes 3-4 weeks. Book a discovery call at cal.com/syntora/discover to discuss your specific scope.
- What happens if the AI misunderstands a tenant?
- If the AI's confidence score for a classification falls below 85%, or if it cannot extract a required detail like a full address, the call is automatically transferred to a human dispatcher. A ticket is created in your PMS with the partial transcript and a 'needs review' flag. This ensures a human is always in the loop for ambiguous cases and no request is ever dropped.
- How is this different from using an offshore virtual assistant service?
- Our AI works 24/7/365 and handles call spikes instantly, while VAs work set hours and get overwhelmed. VAs require constant management and retraining due to turnover. The AI's logic is perfectly consistent. A 24/7 VA service costs thousands per month; our system's cloud hosting fees are typically under $100/month after the one-time build cost.
- How accurate is the AI at understanding maintenance issues?
- After an initial tuning period of 100-200 live calls, our systems typically achieve over 95% accuracy in correctly classifying the issue type and urgency. We build a simple dashboard where your team can review and correct any misclassifications with one click. Each correction is used to automatically fine-tune the model, so it constantly improves.
- Who owns the call data and transcripts?
- You do, completely. All audio recordings, transcripts, and classified data are processed and stored within your own AWS and Supabase accounts. Syntora does not have access to your data after the handoff period unless you specifically engage us for an ongoing maintenance plan. This keeps you in full control of sensitive tenant information.
- Can this handle a sudden spike in calls, like during a storm?
- Yes. The system is built on AWS Lambda, which is a serverless platform. It automatically scales to handle one call or hundreds of concurrent calls without any degradation in performance. You do not need to provision or pay for peak capacity ahead of time. The system scales instantly to meet demand and scales back down when the surge is over.
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